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Document Management Specialists

It's a bright outlook for

This career will grow rapidly in the next few years.

Learn more about what they do.

Implement and administer enterprise-wide document management systems and related procedures that allow organizations to capture, store, retrieve, share, and destroy electronic records and documents.

Related: Computer Systems Analysts Database Administrators Management Analysts Medical Records Specialists Software Developers

Industries: Professional, Science, & Technical Government

Summary
Details

Consult with end users regarding problems in accessing electronic content.
Propose recommendations for improving content management system capabilities.
Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
Develop, document, or maintain standards, best practices, or system usage procedures.
Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.
Assist in the assessment, acquisition, or deployment of new electronic document management systems.
Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.
Conduct needs assessments to identify document management requirements of departments or end users.
Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.
Develop, document, or maintain standards, best practices, or system usage procedures.
Prepare and record changes to official documents and confirm changes with legal and compliance management staff, including enterprise-wide records management staff.
Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.
Operate data capture technology to import digitized documents into document management system.
Search electronic sources, such as databases or repositories, or manual sources for information.
Write, review, or execute plans for testing new or established document management systems.
Administer document and system access rights and revision control to ensure security of system and integrity of master documents.
Keep abreast of developments in document management technologies and techniques by reviewing current literature, talking with colleagues, participating in educational programs, attending meetings or workshops, or participating in professional organizations or conferences.
Analyze, interpret, or disseminate system performance data.
Monitor regulatory activity to maintain compliance with records and document management laws.
Develop or configure document management system features, such as user interfaces, access profiles, and document workflow procedures.
Document technical functions and specifications for new or proposed content management systems.
Exercise security surveillance over document processing, reproduction, distribution, storage, or archiving.
Prepare support documentation and training materials for end users of document management systems.
Implement scanning or other automated data entry procedures, using imaging devices and document imaging software.
Retrieve electronic assets from repository for distribution to users, collecting and returning to repository, if necessary.
Assist in the assessment, acquisition, or deployment of new electronic document management systems.

Operation and Control
- Using equipment or systems.
Technology Design
- Making equipment and technology useful for customers.
Management of Financial Resources
- Making spending decisions and keeping track of what is spent.
Operations Analysis
- Figuring out what a product or service needs to be able to do.
Troubleshooting
- Figuring out what is causing equipment, machines, wiring, or computer programs to not work.
Repairing
- Repairing machines or systems using the right tools.
Science
- Using scientific rules and strategies to solve problems.
Persuasion
- Talking people into changing their minds or their behavior.
Installation
- Installing equipment, machines, wiring, or computer programs.
Coordination
- Changing what is done based on other people's actions.
Equipment Selection
- Deciding what kind of tools and equipment are needed to do a job.
Reading Comprehension
- Reading work-related information.
Service Orientation
- Looking for ways to help people.
Time Management
- Managing your time and the time of other people.
Writing
- Writing things for co-workers or customers.
Social Perceptiveness
- Understanding people's reactions.
Negotiation
- Bringing people together to solve differences.
Equipment Maintenance
- Planning and doing the basic maintenance on equipment.
Management of Material Resources
- Managing equipment and materials.
Critical Thinking
- Thinking about the pros and cons of different ways to solve a problem.
Instructing
- Teaching people how to do something.
Operations Monitoring
- Watching gauges, dials, or display screens to make sure a machine is working.
Mathematics
- Using math to solve problems.
Judgment and Decision Making
- Thinking about the pros and cons of different options and picking the best one.
Active Learning
- Figuring out how to use new ideas or things.
Learning Strategies
- Using the best training or teaching strategies for learning new things.
Complex Problem Solving
- Noticing a problem and figuring out the best way to solve it.
Management of Personnel Resources
- Selecting and managing the best workers for a job.
Monitoring
- Keeping track of how well people and/or groups are doing in order to make improvements.
Systems Evaluation
- Measuring how well a system is working and how to improve it.
Programming
- Writing computer programs.
Systems Analysis
- Figuring out how a system should work and how changes in the future will affect it.
Speaking
- Talking to others.
Quality Control Analysis
- Testing how well a product or service works.
Active Listening
- Listening to others, not interrupting, and asking good questions.

Time Sharing
- Doing two or more things at the same time.
Control Precision
- Quickly changing the controls of a machine, car, truck or boat.
Response Orientation
- Quickly deciding if you should move your hand, foot, or other body part.
Category Flexibility
- Grouping things in different ways.
Speech Recognition
- Recognizing spoken words.
Spatial Orientation
- Knowing where things are around you.
Peripheral Vision
- Seeing something to your side when your are looking ahead.
Glare Sensitivity
- Seeing something even if there is a glare or very bright light.
Dynamic Strength
- Exercising for a long time without your muscles getting tired.
Oral Expression
- Communicating by speaking.
Static Strength
- Lifting, pushing, pulling, or carrying.
Perceptual Speed
- Quickly comparing groups of letters, numbers, pictures, or other things.
Speed of Closure
- Quickly knowing what you are looking at.
Dynamic Flexibility
- Quickly and repeatedly bending, stretching, twisting, or reaching out with your body, arms, and/or legs.
Depth Perception
- Deciding which thing is closer or farther away from you, or deciding how far away it is from you.
Explosive Strength
- Jumping, sprinting, or throwing something.
Inductive Reasoning
- Making general rules or coming up with answers from lots of detailed information.
Information Ordering
- Ordering or arranging things.
Far Vision
- Seeing details that are far away.
Number Facility
- Adding, subtracting, multiplying, or dividing.
Arm-Hand Steadiness
- Keeping your arm or hand steady.
Manual Dexterity
- Holding or moving items with your hands.
Wrist-Finger Speed
- Making fast, simple, repeated movements of your fingers, hands, and wrists.
Memorization
- Remembering words, numbers, pictures, or steps.
Flexibility of Closure
- Seeing hidden patterns.
Mathematical Reasoning
- Choosing the right type of math to solve a problem.
Fluency of Ideas
- Coming up with lots of ideas.
Auditory Attention
- Paying attention to one sound while there are other distracting sounds.
Sound Localization
- Noticing the direction that a sound came from.
Oral Comprehension
- Listening and understanding what people say.
Stamina
- Exercising for a long time without getting out of breath.
Extent Flexibility
- Bending, stretching, twisting, or reaching with your body, arms, and/or legs.
Gross Body Coordination
- Moving your arms, legs, and mid-section together while your whole body is moving.
Originality
- Creating new and original ideas.
Trunk Strength
- Using your lower back and stomach.
Visual Color Discrimination
- Noticing the difference between colors, including shades and brightness.
Written Comprehension
- Reading and understanding what is written.
Speech Clarity
- Speaking clearly.
Selective Attention
- Paying attention to something without being distracted.
Night Vision
- Seeing at night or under low light.
Finger Dexterity
- Putting together small parts with your fingers.
Multilimb Coordination
- Using your arms and/or legs together while sitting, standing, or lying down.
Rate Control
- Changing when and how fast you move based on how something else is moving.
Reaction Time
- Quickly moving your hand, finger, or foot based on a sound, light, picture or other command.
Visualization
- Imagining how something will look after it is moved around or changed.
Near Vision
- Seeing details up close.
Deductive Reasoning
- Using rules to solve problems.
Gross Body Equilibrium
- Keeping your balance or staying upright.
Hearing Sensitivity
- Telling the difference between sounds.
Problem Sensitivity
- Noticing when problems happen.
Written Expression
- Communicating by writing.
Speed of Limb Movement
- Quickly moving your arms and legs.

Customer and Personal Service
- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Mathematics
- Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
Administration and Management
- Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
English Language
- Knowledge of the structure and content of the English language including the meaning and spelling of words, and rules of composition and grammar.
Law and Government
- Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
Sales and Marketing
- Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.
Chemistry
- Knowledge of the chemical composition, structure, and properties of substances and of the chemical processes and transformations that they undergo. This includes uses of chemicals and their interactions, danger signs, production techniques, and disposal methods.
Education and Training
- Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
Personnel and Human Resources
- Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
Geography
- Knowledge of principles and methods for describing the features of land, sea, and air masses, including their physical characteristics, locations, interrelationships, and distribution of plant, animal, and human life.
Foreign Language
- Knowledge of the structure and content of a foreign (non-English) language including the meaning and spelling of words, rules of composition and grammar, and pronunciation.
History and Archeology
- Knowledge of historical events and their causes, indicators, and effects on civilizations and cultures.
Telecommunications
- Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.
Mechanical
- Knowledge of machines and tools, including their designs, uses, repair, and maintenance.
Computers and Electronics
- Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Sociology and Anthropology
- Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures, and their history and origins.
Design
- Knowledge of design techniques, tools, and principles involved in production of precision technical plans, blueprints, drawings, and models.
Psychology
- Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.
Engineering and Technology
- Knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services.
Physics
- Knowledge and prediction of physical principles, laws, their interrelationships, and applications to understanding fluid, material, and atmospheric dynamics, and mechanical, electrical, atomic and sub-atomic structures and processes.
Fine Arts
- Knowledge of the theory and techniques required to compose, produce, and perform works of music, dance, visual arts, drama, and sculpture.
Communications and Media
- Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.
Transportation
- Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.
Philosophy and Theology
- Knowledge of different philosophical systems and religions. This includes their basic principles, values, ethics, ways of thinking, customs, practices, and their impact on human culture.
Building and Construction
- Knowledge of materials, methods, and the tools involved in the construction or repair of houses, buildings, or other structures such as highways and roads.
Production and Processing
- Knowledge of raw materials, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.
Medicine and Dentistry
- Knowledge of the information and techniques needed to diagnose and treat human injuries, diseases, and deformities. This includes symptoms, treatment alternatives, drug properties and interactions, and preventive health-care measures.
Economics and Accounting
- Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.
Biology
- Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment.
Food Production
- Knowledge of techniques and equipment for planting, growing, and harvesting food products (both plant and animal) for consumption, including storage/handling techniques.
Therapy and Counseling
- Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions, and for career counseling and guidance.
Administrative
- Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
Public Safety and Security
- Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.

Education

Bachelor's degree

Work Experience

No work experience

Training

No on-the-job training

Education and Training Opportunities

Washington Annual Salary

131800/yr

Washington Hourly Wage

63.36/hr

Currently Employed

17,060

Yearly Projected Openings

1500

Conventional: People interested in this work like activities that include data, detail, and regular routines. They do well at jobs that need:

Attention to Detail
Integrity
Dependability
Cooperation
Analytical Thinking
Adaptability/Flexibility

Computer servers
Hard disk drives
Magneto optical MO drives
Scanners
Tape arrays

Analytical or scientific software
Application server software
Cloud-based management software
Computer aided design CAD software
Content workflow software
Data base management system software
Data base reporting software
Data base user interface and query software
Data compression software
Data mining software
Desktop communications software
Desktop publishing software
Development environment software
Document management software
Electronic mail software
Enterprise application integration software
Enterprise resource planning ERP software
File versioning software
Filesystem software
Graphics or photo imaging software
Object or component oriented development software
Office suite software
Operating system software
Optical character reader OCR or scanning software
Presentation software
Process mapping and design software
Project management software
Requirements analysis and system architecture software
Sales and marketing software
Spreadsheet software
Video conferencing software
Video creation and editing software
Web page creation and editing software
Web platform development software
Word processing software

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Document Management Specialists

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